Administrative Assistant, Executive

Job Code: 2025-100-004

Division: Executive

FT/PT Status: Regular Full Time

Position Based In: Hiram

Apply Before: 05/30/2025

Job Summary:

To operate in assisting the Director of Executive and Board Relations by providing specialized administrative functions to the President/CEO and Board of Directors, as well as the Executive staff.

Key Responsibilities:

Administrative Duties:

Composingand distributing internal and external correspondence on behalf of the President/CEO and Executive Staff.

Typingreports and documents.

Disseminatingerror free material.

Maintainingeffective document retrieval system for the President/CEO and Executive staff.

Safeguardingall confidential materials; maintain confidentiality of personal or sensitive matters.

Appropriatelydistributing mail throughout the President/CEO's office.

Servingas back-up Administrator of the Board of Directors' software package.

Accurately preparingminutes from all Board, Committee, and special meetings as needed.

Assisting in Uploadingall Board of Directors' and committee meeting documents on Directors' software package prior to meetings and providing any necessary hard-copied documents for each Director as needed.

Assisting in Maintainingand accurately tabulating per diem forms for Directors' meetings, expenses, etc. incurred each month and coordinating promptly with accounting to ensure timely payments are made as needed.

Assist in Preparingcorporate documents and resolutions as needed.

Receptionist Duties (all duties will be to assist the Director of Executive and Board Relations)

Pleasantlygreet and promptly accommodate all visitors to the Executive Offices.

Consistentlymaintain a professional and courteous manner and business appearance.

Promptlyanswer incoming calls.

Makeappointments and reservations for the President/CEO and Executive Staff.

Providetimely reminders of important dates and events to the President/CEO and Executive Staff.

Personallyresolve as many business calls as possible. Transfer others of a minor nature to appropriate personnel. Refer remaining calls to the Director of Executive and Board Relations.

Makemeeting registrations, travel arrangements and reservations for the President/CEO, the Board of Directors, and Executives as needed.

Communications:

Assistwith communication between the Board of Directors, staff, and members.

Communicatewith the Board of Directors to provide administrative support, resolve problems, and ensure effective working relationships.

Promptlyand accurately relay all messages.

Consistentlymaintain a current knowledge and up-to-date copies of board policies, bylaws, and procedures.

Promptlyreport concerns and potential problems to the Director of Executive and Board Relations.

Assist the Director of Executive and Board Relations in communicating withother personnel as necessary in resolving problems for the President/CEO in his/her absence.

Meetings:

Assist with the Takingand transcribing of minutes of the Audit and Finance Committee meetings, the Policy & Public Relations Committee meetings, the Annual Meeting, and other special meetings; compile and ensure minutes are complete, concise, and error free and reflect actions taken in the meetings.

Maintainofficial business records.

Coordinatepertinent agenda items to ensure matters are handled in a timely manner.

Assist with Coordinatingand assisting staff, directors, or guests at meetings with presentations.

Assist with Maintaininga board calendar on Directors' software package and assist Directors with operational issues of software, when needed.

Overseeinquiries and application requests for the GreyStone Foundation; prepare minutes and attend Foundation Board meetings; prepare per diem and provide refreshments as needed.

Safety and Corporate Standards:

Performall work in a safe manner, encouraging others to do the same, and report unsafe situations, environments, and work procedures.

Abideby all corporate standards, policies, bylaws, rules, and regulations.

Completeall assigned work in an accurate, timely, and efficient manner.

Maintaina neat and orderly work area.

Required Education, Knowledge, Skills and Abilities:

Bachelor'sdegree from an accredited college or university in business or related field strongly preferred.

Minimumof five years of general office or administrative experience which includes successfully interacting with the public, vendors, and senior staff preferred.

Previous utility industry experience.

Achieved Certified Professional Secretary (CPS) or Certified Administrative Professional (CAP) designation.

Previous executive level administrative support experience.

Skills:

Demonstrated experience in handling confidential information.

Demonstrated application of good human relations.

Basic knowledge of finance, economics, business law, communications, and management.

Demonstrated expertise in office procedures and administrative secretarial functions.

Proficiency with general office equipment.

Excellent oral and written communication skills utilizing proper grammar, punctuation, and syntax.

Attention to detail leading to error-free work is a must.

Excellent organizational and planning skills.

Excellent decision-making skills.

Excellent keyboarding skills.

Demonstrated working knowledge of Word, Excel, Outlook, PowerPoint, and investigative research on the Internet.

Abilityto work well independently and in team situations.

Physical Demands (if applicable):

Prolonged periods of sedentary work in a general office environment. Ex: Work performed involves primarily sitting at workstation answering the telephone and greeting visitors, as well as frequently operating a personal computer and other office equipment.

Work time in excess of normal workweek, as required, including during severe storm related situations.

Ability to focus and produce accurate work, especially during periods of frequent interruptions

Satisfactorily passcompany-required physical exam and criminal background.

Greystone Power

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